SOP for Management of contracts and third parties

1.0 OBJECTIVE:

To provide guideline for the management of contracts and third parties in assisting in various jobs in the factory premises.

2.0 SCOPE:

This procedure is applicable for the management of Contract / out side party assisting in various job for [Company name].

3.0 RESPONSIBILITY:

(Analytical Development Laboratory / Plant Head: Approval of Contract.

Department Head: Co-ordinate with party and initiate the job.

Department Officer: Organize the job as per the contract & schedule.

Head QA: To ensure the compliance.

4.0 PROCEDURE

4.1 All department head needs to identify the contracts and third parties base on their requirements and experience.

4.2 They shall procure the agreement from respective parties.

4.3 Agreement shall cover following but not be limited to:

4.3.1 Name of party / service provider.

4.3.2 Address of party / service provider.

4.3.3 Phone No. and other contact details. 

4.3.4 Name and Address and mobile No. of person to be contacted.

4.3.5 Date for renewal of contract.

4.3.6 No. of visit during period of contract

4.3.7 Traceability of calibration status for reference instrument used.

4.3.8 Service report or certification.

4.3.9 Agreement for payments.

4.3.10 Provision for visiting site for audit on need base.

4.4 There may be other requirement based on type of contract, which shall be covered under terms and conditions of the party.

4.5 The contract shall be signed by both party.

4.6 From [company name] sign shall be done by Head of the Department & approved by Unit Head or ADL Head as per the case. 

4.7 After collecting offer / quotation & provisional agreements from supplier / party, Head of the department can sign this and send for approval of Unit Head or ADL as case may be.

4.8 Along with copy of approved quotation Department Head will prepare Purchase Requisition and send to purchase department who will generate purchase order for such contract and send a copy to location.

4.9 The final contract will be signed between [company name] and contract party then after.

4.10 The main copy of all contract remain with QA Department and photocopy of that remain with individual department.

4.11 All parties will execute the job at the site. Procedure will be approved by Head of the Department and authorized by QA Head.

4.12 All Department Head require to keep information of contract parties in their department with name of contact person & Phone No. and provide copy of same to QA for records.

4.13 The contract period normally remain as per accounting year i.e. from April to March of next year but in certain cases it may be Jan to Dec. also as the case may be.

4.14 It is responsibility of each department head to maintain the schedule for contract job. 

5.0 ANNEXURE

No Annexure